240-RICR-20-00-2. Public Information / Media Access (version Periodic Refile, 12/28/2001 to 02/18/2008)

RHODE ISLAND DEPARTMENT OF CORRECTIONS POLICY AND PROCEDURE POLICY NUMBER: 1.03.01-2 EFFECTIVE DATE: 02/03/87 PAGE 1 OF 3 REPEALS: N/A DIRECTOR: SECTION: PUBLIC RELATIONS SUBJECT: ACCESS TO PUBLIC INFORMATION BY NEWS MEDIA REPRESENTATIVES I. AUTHORITY: R.I.G.L. 42-56-10 (v) Powers of the Director; R.I.G.L. Title 38, Chapter 2; R.I.G.L. Chapter 3 7.3; Administrative Policy Statements 1.00.01; 1.02.01; 1.02.02; 1.03.02. II. PURPOSE: The purpose of this document is to establish departmental rules and regulations for the access of representatives of the news media to a State correctional facility as well as to establish rules for agency and institution communication with the Director’s Office. This document cancels all previous departmental directives and references to public information policy. Rules and regulations contained herein are applicable to all State correctional facilities and activities. III. POLICY: The Department of Corrections is a publicly-supported activity. The sum of the many facets of Corrections’ activities are therefore of major public concern. With the exception of that information which is restricted by law or that which, if released, could be considered an invasion of privacy, those seeking information for public enlightenment are entitled to prompt, frank, and courteous responses to their queries. Last Filed: 02/17/87 1.03.01-2 02/03/87 Access to Public Information by News Media Representatives Page 2 of 3 IV. RULES AND REGULATIONS: The following rules and regulations will delineate the method to be used in expediting the dissemination of public information to representatives of the media: 1. Staff or Employee Contact with the Media. The Director and the Assistant to the Director (in consultation with the Director) are the disseminators of public information to the media. Unless expressly designated by the Director, all other departmental staff and employees will refrain from utilizing on-duty, on-premisses time to talk to media representatives. Because many media contacts are made to members of this Department on a daily basis, Corrections’ personnel will channel all information requests through the Office of the Assistant to the Director, who will act as the Department’s Public Information Officer. This will serve to aid this Department in the performance of its legislative- mandated duties. 2. Internal Dissemination of Information. All departmental employees shall respond promptly and accurately to any and all requests for information presented by the Assistant to the Director. It is his responsibility, in conference with the Director or his designee, to determine whether or not any parts of the information requested are not for public dissemination, per Section III of this document. No employee is to take it upon himself/herself to censor the information presented to the Assistant to the Director. It is the responsibility of the agency or institution administrator to assure a prompt and accurate flow of information to the Public Information Officer. Unusual incidents (escapes, fires, bomb threats, assaults, job actions, employee suspensions, etc.) shall be reported to the Assistant to the Director’s Office at the earliest possible moment. 3. Media Access to Correctional Facilities. Media access to correctional agencies and institutions will be arranged through the Public Information Officer. It is the responsibility of the Public Information Officer to contact the appropriate agency or institution administrator prior to arranging such access. He/she will then be able to work out an access schedule with the appropriate Assistant Director, agency, or institutional administrator. This will insure that access is consistent with the security and daily scheduling requirements of the facility to be visited. No access permission will be granted until such arrangements have been made. Any manpower needs which may be created by 1.03.01-2 02/03/87 Access to Public Information by News Media Representatives Page 3 of 3 the presence of a representative of the media shall be arranged by the Public Information Officer with the Associate Director or Superintendent of the facility. Media representatives will accede to the presence of security personnel as deemed necessary. 4. Use of Tape Recorders, Cameras, etc. Except when expressly denied permission by the Director or his designee, media representatives entering a correctional facility will be allowed to carry with them the tools of their trade (tape recorders, cameras, notepads, etc.). When media representatives leave a correctional facility, any work product prepared (notes, recordings, picture film, and/or videotapes) shall not be subject to review by any Officer or employee of this Department. 5. Public Information Policy and Regulations. The accompanying document entitled, “Public Information Policy and Regulations” has been made available to members of the printed and broadcast media. All agency and institution administrators are to be familiar with the regulations contained in both that document and this policy directive. V. COMPLIANCE: It is the responsibility of all agency and institution administrators to insure that employees under their direction understand and comply with this policy directive. Non-compliance may result in appropriate disciplinary action. VI. AUTHORIZATION OF PUBLIC INFORMATION OFFICER: See attached. VII. ACCESS TO PUBLIC RECORDS BY REPRESENTATIVES OF NEWS MEDIA: All requests by representatives of a news media, acting in their official capacity, for access to departmental public records/documents shall be forwarded to the Office of the Assistant to the Director. Access will be in accordance to Administrative Policy Statement 1.03.02 “ACCESS TO PUBLIC RECORDS/DEPARTMENTAL DOCUMENTS”.